Authored by - Asha Mathew Eisenhower’s decision matrix is not new. It is a very powerful management tool as it facilitates not just listing the tasks to be done but also to prioritize them based on whether they are important or urgent.The important things are those that align themselves to the goals and vision of an organization or a person. They are mostly like the sapling that grows silently but surely and needs to be tended to regularly. These might not be the most visible tasks always. The urgent tasks are the ones that need to be finished for the day to day running and which a lot of times are brought in by the dictates of the environment. They may not be the most value adding tasks always.
A property manager deals with a host of things on a day to day basis. Knowing the art of efficiently filing away tasks into the four quadrants before starting a new day or week definitely gives the manager a jump-start.
- The ones that are identified as both important and urgent, to be done immediately.
- The ones that are important but don’t seem urgent, a time to be decided for them to be accomplished or they get neglected
- The ones not important for your personal or organizational growth but are dictated by the environment, to be delegated if possible.
- Also, to do away with unnecessary clutter lying around which looks neither important nor urgent but should be done.
The second thing a property management firm needs to consider while using the Eisenhower matrix is which quadrant seems to be dominating for them.
The last minute jig – If most tasks constantly fall into the ‘Do it now’ quadrant, chances are that enough attention hasn’t gone into planning and staggering work. There also could be a chance that tasks that could be delegated are held on to and thus piling up more work. Could that mail to the client be delegated? Could the major repair have been avoided had the inspection been planned regularly?
Missing the chore – If most tasks are in the ‘Decide to do later’ quadrant, then maybe the nitty-gritty of everyday work is somewhere getting ignored. Goal setting is great and mandatory but execution on the ground will also include the everyday grind. How was the situation of the tenant who suddenly left handled? What about the security guard who had to be suddenly replaced?
Nothing on your plate – If most of the tasks fall into the ‘Delegate’ quadrant then it’s clear that somewhere initiative isn’t being taken by the members to do their own bit.
Clearing up – If there are a lot of tasks in the ‘Delete’ quadrant, it just means a lot of clearing up is pending. For a property management firm which constantly deals with new clients, new tenants, new facilities to manage, a swift and effective settlement and closure to old deals is just as important.
Managing another’s property isn’t an easy task. That’s why it’s not just enough to have the best people on the task but also to empower them with the best tools for maximum productivity. Eisenhower’s decision matrix might be one such tool.